Collecting Mechanic Details for Motorsport UK Kart Events

As part of their safeguarding procedures, Motorsport UK have asked that kart clubs collect details of the mechanic associated with each driver. 'Mechanic' here is a catch-all term for the person most closely associated with the driver and their kart; they may refer to themselves as a Mechanic, Data Engineer, Performance Coach, etc. For some drivers, their mechanic will also be their Parent/Guardian; for other drivers it may be team personnel not known in advance of the event. 

Motorsport UK are asking you, as a kart club, to collect the name and licence number of the mechanic for each competitior. It's expected for events running under a national permit that all mechanics will have a licence.

How to collect the data

To capture the mechanic's name and details, you'll need to edit your event entry form to add fields for 'Mechanic Name' and 'Mechanic Licence Number.' 

Head to Settings > Account > Form Builder to find your list of entry forms, and open the entry form for your race events. 

Click the '+ new section' button to add a new section to your entry form. Set the 'section type' to 'generic section' and give your section a title and optional guidance notes.

Click 'Save Section' to save your changes, and then add two new fields to the section. Use the '+ new field' button to add a new field. Set the 'field type' to 'custom field', and set the 'custom field type' to 'text'.

Because your competitors may not know the exact details of their mechanic when entering, we'd recommend setting 'Required' to 'no' so that your competitors won't be blocked from entering. Additionally, set the 'field modifiable after entry' to 'yes' and select 'Scrutineering Close' in the dropdown for 'Field modifiable until.' Selecting these options means that your competitors will be able to update their mechanic's details themselves until the point that scrutineering closes. 

Use the blue 'Save Changes' button to save changes to your form.

Once you've added the fields, your entry form will look like this:

We've got a guide on the form builder which goes into more depth on how to create and edit forms. 

How to report on the data

As the mechanic details are part of the event entry form, they'll be included in the 'all entry data' export on each event.

You can also set up a custom report using the report builder to generate a report of just the mechanic details.

To do this, head to Settings > Admin > Report Builder. Click the '+ New Report' button to create a new report. Select your entry form and give your report a name, and then click the blue 'Create Report' button at the bottom of the page to save your changes and create your report.

Any fields you add to the form will be automatically saved. We'd recommend adding the Name (of the competitor), their Class, the Mechanic Name, and Mechanic Licence Number fields. With these four fields, you can set the column width for each field to 25% to use the full space available on the printed report.

Since your changes are saved automatically, there are no futher changes needed for your report. You'll find your report on each event at the bottom of the 'Reports' tab on the right hand side, under the header 'Custom Reports.'